Medical Record Associate

Job Description – Medical Record Retrieval

Job Title

Medical Record Retrieval Executive / Associate

Department

Healthcare Operations / Medical Records

Industry

Healthcare / Medical Documentation / Insurance / Medical Coding

Job Overview

We are looking for a detail-oriented and organized Medical Record Retrieval Executive / Associate to manage the retrieval, follow-up, verification, and documentation of medical records from hospitals, clinics, physicians, and other healthcare providers.

The candidate will be responsible for ensuring that requested patient medical records are obtained accurately and within defined turnaround times (TAT), while maintaining strict confidentiality and compliance with applicable healthcare data-privacy requirements.

Key Responsibilities

• Request and retrieve medical records and patient documentation from hospitals, clinics, physicians, laboratories, and other healthcare providers.
• Follow up regularly with healthcare providers regarding pending or incomplete medical records.
• Track the status of medical record requests and ensure timely closure within defined TAT and productivity targets.
• Review received medical records to ensure documents are complete, accurate, and relevant to the request.
• Scan, upload, index, categorize, and organize medical documents in the appropriate systems.
• Maintain accurate records of requests, follow-ups, received documents, and pending cases.
• Update case status and relevant information in CRM, medical-record management systems, or internal databases.
• Coordinate with insurance companies, healthcare providers, clients, and internal operations teams.
• Identify missing or incomplete documents and initiate appropriate follow-up with the concerned provider.
• Handle patient information and medical documents with a high level of confidentiality.
• Follow organizational policies and applicable data-privacy and healthcare compliance requirements, including HIPAA where applicable.
• Meet daily/weekly productivity, quality, accuracy, and turnaround-time targets.
• Escalate delayed, difficult, or non-responsive provider cases to the appropriate team.
• Maintain proper documentation and ensure records are easily accessible for further processing.

Required Skills

• Good written and verbal English communication skills.
• Strong follow-up and coordination skills.
• Good documentation and data-entry abilities.
• Basic knowledge of medical terminology.
• Strong attention to detail and accuracy.
• Good MS Office and computer skills.
• Ability to work with CRM, healthcare databases, or medical-record management systems.
• Ability to manage multiple requests and meet strict deadlines.
• Understanding of patient confidentiality and healthcare data privacy.
• Knowledge of HIPAA and US healthcare processes will be an added advantage.

Educational Qualification

Graduate in any discipline.

Graduates from Healthcare, Life Sciences, Medical, Pharmacy, Nursing, Allied Health, or related fields will be preferred.

Candidates with relevant experience in healthcare operations, medical records, insurance, medical coding, or documentation may also be considered.

Experience

6 years of experience in Medical Record Retrieval, Healthcare Operations, Medical Records, Insurance Operations, Medical Documentation, or related processes.

Freshers with good communication skills and basic knowledge of medical terminology may also be considered.

Key Performance Indicators (KPIs)

• Number of medical records retrieved.
• Retrieval turnaround time (TAT).
• Request closure rate.
• Accuracy and completeness of records.
• Follow-up effectiveness.
• Quality and compliance.
• Productivity and SLA adherence.

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